University Librarian's Cabinet: Minutes of the March 21, 2006 Meeting

University Librarian's Report – Gaunt

Zapcic and Gaunt will attend a meeting of President McCormick's Administrative Council this afternoon to discuss the capital campaign.

Gaunt held a workshop on April 10 for tenured faculty members; focused on the writing of the narrative and the objective assessment of individual candidates based on the candidate's documentation. Gaunt reminded librarians that packets must be read before there is any discussion, as the review and assessment must be based on the evidence at hand. The faculty will review several documents we have for how we assess how scholarship, leadership, and service are evaluated for promotion and update them as necessary.

Gaunt reminded everyone of the importance of advocacy in order to have the funding for higher education restored. Much will depend on increased revenue, such as the increase in the sales tax.

University Library Policies – Boyle

Boyle distributed to Cabinet a copy of University Library Regulations from the University Policy Library, which was formerly called "University Regulations." Boyle worked with Debra Norman and VP Kavanagh to bring appropriate sections up to date. Boyle shared several sections for Cabinet review –10.1.4 Academic Matters: Policy Name: Library System; and 60.2.4 Benefits Available to University Employees: Policy Name: Library Facilities – Use Of.

A discussion of Section 10.1.4 was needed to determine if it captured our mission statement and reflected our users, which includes staff and administrators. Boyle will review the university's mission statement to determine if this section parallels the university's mission statement – if staff is included in theirs, we will change ours. The statement also referred to development of collections and should also include maintenance.

Instead of using the word "facilities" in Section 60.2.4 the language should be changed to reflect library resources and services. We need to review what we offer retirees since it's more than just borrowing books. We also need to look at the category of professor emeritus especially as it relates to remote access to resources; this would need to be built into our licenses. Boyle will work with J. Gardner to develop a revised statement.

Cabinet also discussed Section 50.1.3 Administrative Governance, Policy Name: University Officers. Policy lists the Executive Vice President for Academic Affairs as having responsibility over the "libraries" on the New Brunswick/Piscataway campus. Should be corrected to reflect responsibility over the university library system in New Brunswick/Piscataway, Camden and Newark, or in consultation with the provosts on the other campuses.

Gift Policies and Procedures – Sewell

Sewell reviewed the "Public Policy on Gifts of Materials to the Libraries," "Guidelines for the
Acquisition of Gift Collections," and the "Review Form for Potential New Collections (Gift or
Purchased)." The first two documents appear on the Libraries' staff resources, collection
development, policies page and are available for all to read. Everything was carefully scrutinized
with the guidance of John Shepard and the Collection Development Council. Cabinet discussed having
an FAQ regarding the gift policies and procedures to make it easier for people who are interested
in donating collections and for the librarians who have to determine whether collections are
appropriate for acceptance; FAQ's should encourage donations for the cataloging and processing of
collections that are accepted. FAQ's should offer alternatives for collections that are not
accepted. Policies could be linked to the faculty services, alumni, and development pages. Purpose
of today's agenda item was to approve the policy; any other issues should revert back to Collection
Development and Public Service Councils. There will be workshops to make sure everyone is aware of
the gift policies and how to follow the guidelines and how gift collections are cataloged when they
go to TAS.

Budget Scenarios and Guidelines – Gaunt

Gaunt distributed to Cabinet in advance of the meeting budget scenarios with dollar figures at
8%; a report on the status of open lines in the libraries faculty; budget information relating to
amount of money necessary to keep lines, salary savings, librarian and staff lines and salaries,
number of current staff vacancies and travel funds spent from unit budgets and system wide
allocations to units; a list of the top 25 databases in order of costs; the cost of Rutgers
University Libraries' memberships, and a list of budget guidelines that discussed principles and
values, services to users, personnel, and collections. Sewell distributed a handout with 2007 state
fund collections reduction scenarios. Cabinet reviewed the budget guidelines to determine if they
were areas for consideration, where they needed to look more closely, and who would do it. Core
roles are providing direct service to users; it is appropriate to redesign services if we feel we
could do them more efficiently. In order to preserve lines, we would need to freeze open positions
and to close ranks. Cabinet members will discuss with their units positions in recruitment and how
they would like to proceed. For now, will hold off on filling open positions until a decision is
made on our budget scenarios. At the next Cabinet we will review the status of operating funds.
Cabinet members will need to notify Hendrickson where they stand with their budgets; look at
expenditures and do a projection of where the will be by June 30. Need to review travel to
professional conferences and meetings and make people aware of alternatives for learning using Web
presence and meetings that are posted on the Internet after they have been held. Travel for
technical training may remain a priority – but could be an exception. Will look at travel
expenditures related to budget reduction; Agnew will prepare a draft statement. Cabinet agreed on a
moratorium on taking on new big projects. Boyle will look into services that require fees; Cabinet
should send any ideas for generating revenue to Boyle. We are winding down on the grants we have,
with one under consideration. Gaunt and Zapcic will draft grant guidelines during the budget
reduction. Golden and Mullins will contribute ideas to Gaunt from their perspective. Will discuss
traditional services vs. new things at a future Cabinet agenda. Will defer purchase of a new video
collection through VALE. Cabinet members should continue reviewing their own unit and consider all
of RUL for potential reductions and ask appropriate staff and groups for input.

Announcements

Sewell

Sewell will be visiting with Dana librarians tomorrow to discuss collection development
issues.

Fultz

Unit reports by Cabinet members will be done alphabetically and agenda permitting;
members will be notified in advance.